360 Core: Moving Select Titles When Migrating to a New Database
- Product: 360 Core Client Center
How do I move titles in an existing database when the provider is migrating our library to a new database?
When you have titles selected in a database in Data Management, and the provider is moving your subscription to a new database, you should not have to use the standard Offline Date and Status Editor (ODSE) process. You should instead be able to utilize the titles already selected in your existing database.
To successfully complete the steps below, you must confirm that:
- You have View/Edit access to the Data Management system in the Client Center; and
- The new database for your subscription has been made "selectable" -- that is, on the Database Details page for that database, you have selected the checkbox that says, "We subscribe to only some of the titles in this database." You can find instructions here. Please contact Library Support (using the Contact Us menu near the top of this page) if you have questions about this.
1. From the Data Management home page, find the database containing your existing titles, and click on the link that is the number of Titles:
2. On the Database Details page, use the Filter By options at the top of the list to view the list of Selected Titles that make up your title list, and click Apply:
3. Click Download on the upper-right:
If there are more than 65,000 titles, you will see a pop-up message asking you to choose how you want to download your titles:
- If you choose Download All, the file will contain all titles no matter how many there are. Be advised that this may make the file too large to open in some programs, such as older versions of Microsoft Excel.
- If you want to download a file with only 65,000 titles (for example, if you need to open the file in an older version of Excel), choose which group of 65,000 titles you want (for example, 1 to 65,000), and click Download Selected. Then after you download the file, come back to this page and download the next batch of 65,000 titles.
NOTE: You cannot download a large number of titles in batches of less than 65,000.
4. Once you've saved that file, open Microsoft Excel (or a similar spreadsheet application). From within Excel, open the file you just saved, using the File menu. (You may need to change "Files of type " to All Files in order to see the text file.) This opens the Text Import Wizard, which you need to use to handle this text file. Please note that the only way to get to the Text Import Wizard is to open Excel first, and open your file within Excel.
5. If you use Excel, it will start the Text Import Wizard. Accept all the default suggestions (in other words, it's a delimited file, importing from row 1, and the delimiter is a Tab), until you get to Step 3 of 3.
6. In the scrolling window at the bottom of the Step 3 of 3 of the Wizard, use the scroll bar (slider) on the right to scroll down until you see the word "Title" in the first column:
Then click the second column, which is titled "ISSN/ISBN," and then select Text in the Column data format box above.
7. Use the scroll bar on the bottom to scroll right until you see the two columns titled "Custom Date From" and "Custom Date To":
Select those columns (you can shift-click to do them at the same time), and then change the Column data format in both of those to Text. Click Finish in the lower right corner.
8. Here is an example of how your file will look:
You may ignore or delete the rows that begin with (**). The import tool (in step 11 below) ignores this information.
9. Save the report as a text (tab-delimited) file. (Or, if your file contains any titles that have non-Latin characters, you must save the file as a Unicode text document [.txt]). You will use the file to upload the titles to your new database.
10. Return to Data Management, find the database you will upload the titles into, and click on the Titles link showing 0 of X titles.
11. Click Upload on the upper-right:
12. Use Browse to locate the file on your computer that you saved in Step 9, and then click Upload:
13. Within 24 hours (usually much sooner) a follow-up email will arrive. Check it to see the final status of your uploaded report. If the upload has failed, the message will prompt you to return to the Database Details page for more information.
14. Back on the Database Details screen, click on View Upload Status (in the left-side menu) to check the status of the newly uploaded report:
If the Upload Status is Complete, then your changes were all accepted. The status and date changes you made should be visible now in the Database Details Title page.
If a title does not have a publication date in 360 KB -- which sometimes happens for e-books -- the ODSE system will be unable to make changes to the title, and won't show you an error message to that effect. You'll be able to tell it happened because your changes won't appear in the Client Center's Data Management views.
Given that you are moving titles in an existing database to a new database the provider has migrated to, upload errors should be minimal. If, however, the Upload Status is Rejected or Complete with some row-level errors:
- Click on the Show Errors link to read a line-by-line list of errors.
- Click the Unmatched Titles link to get a text file containing the titles that did not match. More information and explanation of these errors can be found in the Upload Errors document.
If you experience many errors, that should be an indication that the title-level metadata for the new database is quite different from the existing database, and therefore the standard Offline Date and Status Editor (ODSE) process is probably what you need. The standard ODSE process shows you how to work with the title list in the new database, and select those titles you subscribe to.
- Date Created: 9-Feb-2014
- Last Edited Date: 19-Feb-2014
- Old Article Number: 7135